Managing Global Locks in the Scheduler

Learn how you can manually lock all staff schedules as of a specific date and the ability to make exceptions for specific users when needed.

Topic	Description	Good to Know

Topic

Description

Good to Know

Provide Global Lock Permission:

In company account>roles

Scroll down to the scheduler permissions

THEN select the Global Lock permission

Only users with Global Lock Permission may:

Apply the Global Lock
Add Global Lock Staff exceptions
Add/Edit appointments that are within the “locked” calendar dates.

Only staff with role permissions for scheduler All Staff in All Locations/Clients” Based on User’s Client Access selected may be provided Global Lock permissions.

New “interm” Appearance of the navigation menu:

Future updates to the navigation menu will be coming soon

The calendar options have been moved to the left side of the page.

Click the arrow (>) to view that part of the calendar and expand the options within that area.

To expand or collapse the side menu options

Click the three lines near the top left of the screen to expand the calendar view and further collapse the choices for Individual, Group, and Appointment List: (clicking again, will expand the names of each icon)

Users without Global Lock permissions, will not see the Global Lock menu

Set the Global Lock:

In the Scheduler select Global Lock calendar icon or the Global Lock menu option

THEN select a global lock date and SAVE.

The Global Lock Date will be visible in the individual calendar

Staff without permissions for Global Lock will not be able to add or edit appointments with dates on or before the Lock Date.
Once saved, the Global Lock Date that is set will display in purple to the right of the Save button.
A Global Lock Date cannot be deleted, once set, but users with GL permissions can always move it to an earlier or later date.
Staff with Global Lock permissions will be able to add, edit appointments for any date regardless of the global lock date.

Scheduler Impact for the Non GL Permission user

If user tries to create an appointment within the global lock date period, they will see a pop-up warning informing them that their schedules are locked up to the selected lock date set by their company admin.

Existing appointments will open, after clicking ‘OK’ on the warning pop-up, but no action can be taken:

Global Lock rules do not apply to users with Global Lock Permissions.
It is recommended to provide the Global Lock permission to limited staff.

Add Global Lock Staff Exceptions:

In the Scheduler select Global Lock calendar icon or the Global Lock menu option to access the staff exceptions feature
Type name in Exceptions field or select from the drop-down.
Enter or Select a Calendar date (user will be able to complete appointments, edit, schedule for THEMSELVES only, based on their scheduler permissions, from the date entered and all dates after)
Click the “+Staff exception” to add this staff’s exception.

If staff have been provided an exception to the Global Lock Date, the exception effective date will be displayed instead of the Global Lock Date.

Only users with Global Lock permissions can add staff exceptions.
Exceptions can only be provided for dates prior to the Global Lock Date
Global Lock Staff Exception grants only the added user an exception, even if the user normally has access to add/edit/delete for other staff, unless those users have an active staff exception.
- For example, if user Joy Test, who was granted an exception, needs to be able to add/edit an appointment for user named Jane Doe, then Jane Doe would need added as an exception in addition to Joy Test.

See History of Staff Exceptions

When the Show Logs option is checked, the use will see a list of all exceptions that have been added.

Under Actions, the user can Edit the exception date or Re-Lock the exception

User may edit the date or Re-lock any staff exception

Any exception that has been added will be visible
Only users with the Global Lock permission may see the history of all staff exceptions that have been added.

Reset Staff Exceptions:

There are 2 ways to reset staff exceptions:

Select the Action “Re-Lock” in the Actions column for any staff

Users will receive confirmation pop up informing them that the staff calendar will be locked as of the current Global Lock Date

2. Update the Global Lock Date

Users will receive a confirmation pop up informing them that any active staff exception will be reset to the new Global Lock Date.

Relocking a staff exception will reset the staff calendar lock to the current Global Lock Date.
If the Global Lock Date is reset/updated, all users with exceptions will be relocked to the global lock date.

View important actions in the Event Details:

The following fields will now be present in the appointment event details:

Last Billing Exported: Date & Time
Last Modified: Date & Time
Last Modified by: User name
Last Payroll Exported: Date & Time

Last Billing Exported and Last Payroll Exported fields will be blank if this appointment has not yet been included in an export of these reports.
These fields will also be visible in the billing and payroll exports

Managing Global Locks in the Scheduler

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